Guide
They replied "talk to my colleague": what to send next
A referral is the warmest reply cold email gets. Treat it carefully, because you are now writing to someone who did not hear from you before.
Short answer
Thank the person, stop writing to them, and send the colleague one short email that says who suggested it and where you got their address [1], at the latest in that first email [2]. Quote something from their site, ask one question, and give them an easy way to say no [3].
Four kinds of "not me" reply
| Reply | What to do |
|---|---|
| "Talk to Sam, sam@practice.example" | Thank them, then write to Sam, saying who suggested it. |
| "Talk to Sam in operations" (no address) | Ask for the address, or use the address on the organisation's own site for that role. Do not guess an address. |
| "Not me" (no name) | Ask who would be the right person, once. If there is no answer, stop. |
| An out-of-office that names a colleague | This is not a referral from a person. If you write to the colleague, say "your out-of-office message mentioned you", not "suggested I write". |
What to send the colleague
Hi Sam,
Tom Byrne suggested I write to you, and gave me your address when he replied to my email this week.
Your site says “Same-week appointments for the whole family.” When a patient cancels the day before, does that slot usually stay empty?
I'm Ada from Acme Reminders. We send reminders patients can answer, so a freed slot goes to the next person waiting.
Would a short outline be useful? If you would rather not hear from me, just say so.
Three details matter. Say who suggested it, and only if they really did. Say where the address came from, because the colleague did not give it to you: GDPR expects people to be told "from which source the personal data originate" [1]. And give a plain way to say no.
What to do about the person who replied
- Stop their follow-ups at once. They have answered.
- Thank them in one line. Do not copy them into your email to the colleague without asking.
- Keep a note of the referral, so the colleague's record shows where their address came from.
Check the rules for the colleague too
The colleague is a new recipient. In the UK, a company address is fine; a sole trader is an individual and needs consent (see how to check). If the colleague objects, stop for good [3].
How Honest Intros handles it
Honest Intros recognises "wrong person" replies and stops the follow-ups to that person by itself. The inbox suggests a short answer asking who the right person is; the email to the colleague is yours to write and approve.
Questions
Should I CC the person who referred me?
Not without asking them. Mention them by name in your email to the colleague instead.
Can I email a colleague someone recommended?
Usually yes, if it is a business address and the email is about their work. Tell them who suggested it and where you got their address.
Is an out-of-office message naming a colleague a referral?
No. It tells you who covers for the person, not that anyone recommended you. Say the out-of-office mentioned them.
See what it would write for you
Type your website. Honest Intros reads it and shows the kind of first email it writes, quoting your own pages.
Free to start. Nothing is sent until you approve it.